TRAINING FOR HOMESTAY OPERATION. Module 6: Managing money. How much. do I pay? esrt programme

Transcription

1 TRAINING FOR HOMESTAY OPERATION Module 6: Managing money How much do I pay? esrt programme

2 Module introduction Explain key learning objectives and topics covered in this module: Principles of costing and pricing, book-keeping/ accounting Simple way of keeping records of income and expenses. How to calculate the cost and the price of a product or service offered to guests calculate guest accounts/bills and process guest payments. PAGE

3 Module introduction 20 Time: mins Explain key learning objectives and topics covered in this module: Principles of costing and pricing, book-keeping/accounting Simple way of keeping records of income and expenses. How to calculate the cost and the price of a product or service offered to guests calculate guest accounts/bills and process guest payments. Hand-outs Activities Icebreaker discussion Problem based solving: How much should I charge a tourist? Discuss why it is important to learn this module Explain key contents of the module English PAGE

4 Why do book-keeping? Profit or Loss? PAGE 1

5 Why do book-keeping? 10 Time: mins What is book-keeping? Keeping records of income and expenses. Why is book-keeping important for your business? Record transactions. Understand and keep track of your income and expenses Know your financial status Control business costs and prevent financial losses Make the right decisions Show records to a bank when necessary What are the main book-keeping tasks? Record-keeping / accounting Costing and pricing Making calculations and decisions Hand-outs Activities Ask learners: What is book-keeping? Discussion: Importance of book-keeping English PAGE 1

6 Recording expenses and income In the box of income: + - In the box of expenses: Accommodation, meals and snacks, drinks, souvenirs, music performance, local tour and others Food items, drinks, water, energy, labour, cleaning material and others, ect. PAGE 2

7 Recording expenses and income 15 Time: mins Principles of simple book-keeping Use a template or notebook divided into two sides, one to note expenses and the other for income At the end of month: add both sides, and subtract your total expenses from total income to calculate the difference The difference should be positive; otherwise, you are running at a loss Các khoản Thu Income What generates income for a homestay? - Accommodation - Meals and snacks - Drinks - Souvenirs - Cultural performances - Local tours - Sales of some types of wastes -... Template for simple book-keeping For the month of.. Các khoản Chi Expenses What costs the homestay money? - These are called expenses. - All money spent on items for the homestay such as: o Ingredients for meals o Drinks o Water o Power o Labour o Cleaning materials Expenses Income Date Particulars Amount Date Particulars Amount 15/12/20xx 15/12/20xx TOTAL: BALANCE: TOTAL: PAGE 2 Hand-outs Template for simple bookkeeping Activities Individual work: Make a list of expenses and income of a typical homestay. Stick all ideas on board/wall to compare Provide templates to each learner with a list of monthly income and expenses on which to explain how to use English

8 Principle of costing All input costs + Profit Selling price PAGE 3

9 Principle of costing 15 Time: mins General principle of costing: Selling price is a combination of 2 main elements: Input cost and profit Setting your selling price: There are various methods you can use: Set your own prices based on your calculated input costs Keep your prices similar to prices offered by other neighbour homestays Different prices for different options Follow the selling price that is calculated and agreed by community tourism management board What common elements must be included in the price of your services or products? All input costs + Profit Selling price Raw materials or ingredients Labour Transport Utilities Depreciation Hire or rental Profit Other costs Community fee Hand-outs Activities English PAGE 3 Price Puzzle: Calculate the price of a product or service offered at a homestay by assembling the components of a pie puzzle Flash card matching: What common elements must be included in the price of your services or products?

10 Pricing homestay core services vnd vnd PAGE 4

11 Pricing homestay core services 15 Time: mins Pricing accommodation: Market price Pricing guest meals Food cost (main foodstuff): 50% (half) of the selling price; other costs and profit: 50% of selling point. Go with the same or similar rate to competitors. Food Cost (main foodstuff) 50% + Other costs + profit Selling price 100% 50% Hand-outs Activities English PAGE 4 Price Puzzle: Calculate the price of a homestay night by assembling the components of a pie puzzle Group exercise: Calculate the selling price for a meal typically available at a homestay Individual exercise: Ask a volunteer to practice the same exercise, with input from the whole class

12 Pricing additional products/services Selling price for any item you bought to sell: snacks, drinks, handicrafts and souvenirs Purchase price of item (1) Sale person, stocking, transport, other costs + Profit (1) X 30% Selling price Selling price for any item you make Raw materials + Man-days fee (1) Sale person, stocking, transport, other costs + Profit (1) X 30% Selling price Selling price for cultural performance: Man-day fee + Venue rental + Transport + Others (if any) Selling price Selling price for local tour: Man-day fee + Transport + Entrance fee (if any) + Refreshments (if any) (1) Profit (1) x 30% Selling price PAGE 5

13 Pricing additional products/services 20 Time: mins Purchase price of item (1) 1. Pricing imported snacks and drinks Selling price is 130% of the purchase price of item. Sale person, stocking, transport, other costs + Profit (1) X 30% Selling price Purchase price of item (1) 2. Pricing handicrafts and souvenirs For bought in products: Sale person, stocking, transport, other costs + Profit (1) X 30% Selling price For products you make by yourselves: Raw materials + Man-days fee (1) Sale person, stocking, transport, other costs + Profit (1) X 30% Selling price Tip: labour cost for sale person and for man-days fee (a fixed amounts of day/item) to make the products. This cost is calculated at a set amount per hour such as per hour, or per day such as per day. 3. Pricing cultural performances: Man-day fee + Venue rental + Transport + Others (if any) Selling price Tip: Labour cost is calculated by half a day charge for a show of 1 to 2 hours. 4. Pricing local tours Selling price is 130% of the total input costs Man-day fee + Transport + Entrance fee (if any) + Refreshments (if any) (1) Profit (2) x 30% Selling price Hand-outs Activities English PAGE 5 Flash card matching: What element should be included in pricing additional products/services Group exercise: Build up 4 teams. Each team works on calculation of how much a homestay owner would charge a guest or a tour operator for services. Further discussion on anything that is missing from the calculation. Transport Cost Price

14 Keeping guests accounts A host writing guest s consumption and charges into a Guest account notebook: Current/Loại tiền: Việt Nam Đồng Tên khách Name of Guest Lưu trú Accom Đêm/ night Lon/ Can Bia Chai/ Botttle Nước ngọt/soft drink Coca cola 7 up Nước suối/ Bottle water Chai lớn /Big Chai nhỏ/ Small Cà phê/coffee Trà Lipton Ly/Cup Ly/Cup Ly/Cup Hàng mỹ nghệ/ Handrafts Khăn/ Scraft Lược/ Coconut comb Tổng cộng/ Total PAGE 6

15 Ghi chép các khoản tiêu dùng của khách 10 Time: mins Why do you need a good book-keeping system? Easily track and calculate how much guests have to pay: No loss of money - no confusion Guests leave with the impression that the guesthouse owner is honest A detailed bill helps the operator with daily / monthly account keeping and recording of stock Provides a simple, accurate, up to date record of sales and income Helps indicate how much money can be invested in the business and savings Recording guests accounts and preparing bills Use a Guest account notebook template and invoice template (provided in the hand-out and flip file page) Write down in a notebook what every guest orders or uses as soon as possible when it happens. Use this to prepare the bill. Write into the notebook clearly Keep the notebook neat and in a clean state Hand-outs Template of a record of guest consumption: Guest account notebook Activities Role play: solving problems when a guest pay bill and find some items incorrect. Ask learners what the reasons of these problems are and how to prevent it happen Demonstrate and explain the Guest account notebook system of recording guest consumption Individual exercise: Using a provided list of services or products that a guest has used to fill in Guest Account Notebook English Account Bill Pay PAGE 6

16 Preparing the bill GUEST BILL Name of Guest or Group /Tên (đoàn) khách: Tour Guide/Hướng dẫn viên: Arrival Date/Ngày đến: Departure Date/Ngày đi: # Item Unit Quantity Unit price () Amount 1 Accommodation 2 Breakfast 3 Bottles water 4 Music show 5 Handicraft scarf 6 Beers 7 Tea TOTAL PAGE 7

17 Preparing the bill 15 Time: mins GUEST BILL name of guest: Jack Tour Guide: Nam Arrival date: 20 Nov. Departure date: 22 Nov. # Item Unit Quantity Unit price () Amount 1. Accommodation Night 2 50, , Breakfast Pax 2 20,000 40, Bottles water Bottle 2 6,000 12, Music show Show 1 40,000 40, Handicraft scarf Piece 1 100, , Beers Can 2 20,000 40, Tea Glass 2 7,000 14,000 TOTAL 346,000 Key steps in preparing a bill: Be familiar with the bill Confirm time of guest departure Prepare bills ready a few minutes before time of guest departure Produce guest bill at the time of departure Ask guests to check the bill Hand-outs Template of guest bill Activities Demonstration and group exercise: Fill up cells in the blank guest bill on the flip file page with erasable markers (and clean afterward). English Bill PAGE 7

18 Processing payment Your bill is 180,000 Vietnam Dong. Please check it! Thank you. PAGE 8

19 Processing payment 20 Time: mins Key steps to processing payment: Prepare guest bill Check the bill to Calculate total charges and inform guest how much they have to pay Give bill to guest. Ask guest to check the bill Explain and clarify any guest questions Receive guest payment. Count it carefully in front of guest. Return change (if any) to the guest Thank guest for using your services Hand-outs Activities Demonstrate: How to communicate with guest and process guest payment Role play: Processing guest payment English I d like to pay How much do I pay Here is your bill. Your bill is... Please check your bill Here is your change PAGE 8

20 Contributions This series of materials has been produced in collaboration between the High Impact Tourism Training for Jobs and Income Programme (HITT) funded by the European Union, the European Union funded Environmentally and Socially Responsible Tourism Capacity Development Programme (ESRT), and the International Labour Organisation (ILO) in Vietnam. These programmes and organisations contributed to the development and printing of this material and will be using these training materials to deliver High Impact Tourism Training to their respective target beneficiaries. This publication has been produced with the financial assistance of the European Union. The contents of the publication are the sole responsibility of the projects HITT and ESRT and can in no way be taken to reflect the views of the European Union. For more information on EuropeAid, please visit ec.europa.er/europeaid/ This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License ( Đóng góp Tài liệu này được xuất bản với sự phối hợp giữa Chương trình Đào tạo kỹ năng du lịch có tác động cao cho khối lao động phổ thông (HITT) do Liên Minh Châu Âu tài trợ, Chương trình Phát triển năng lực du lịch có trách nhiệm với môi trường và xã hội (Dự án EU) do Liên minh Châu Âu tài trợ và Tổ chức Lao động Quốc tế (ILO) tại Việt Nam. Các Dự án và tổ chức trên đã đóng góp vào việc xây dựng và phổ biến tài liệu này và sẽ sử dụng các tài liệu đào tạo để giúp đào tạo kỹ năng du lịch có tác động cao cho các nhóm hưởng lợi mục tiêu. Tài liệu này được sản xuất với sự hỗ trợ tài chính của Liên minh Châu Âu. Chương trình HITT và ESRT hoàn toàn chịu trách nhiệm về nội dung của tài liệu này và nội dung đó không thể hiện quan điểm của Liên minh Châu Âu. Để biết thêm thông tin về sự hỗ trợ của Liên minh Châu Âu (EuropeAid), xin vui lòng truy cập Tài liệu được cấp quyền theo giấy phép Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License (tham khảo